RFP - Theater Lighting.pdf

North Muskegon Public Schools Request for Proposals

Theater Lighting 2.28.2024

Paul Henderson North Muskegon Public Schools

1600 Mills Ave

North Muskegon, MI 49445

Overview

North Muskegon Public Schools (the “District”) is seeking proposals to upgrade lighting with a theater-grade ETC ArcSystem. The District has already installed an ETC SR48 Dimming Rack, and seeks to have its stage lighting fixtures replaced with another ETC product. Replacing the fixture with ETC is a requirement—the District cannot accept proposals that will merely be a compatible fixture. Beyond fixtures, the District is looking to replace other lighting in the theater, supply extra lenses/bodies, cabling, as well as add new data lines.

Bids are to be submitted via mail to North Muskegon Schools, Attn: Director of Technology, 1600 Mills Ave., North Muskegon, MI 49445 by 10:00 a.m. Eastern Time, March 20th, 2024. No bids will be accepted after 10:00 a.m. Eastern Time, March 20th, 2024.

All bids, received prior to 10:00 a.m. Eastern Time will be publicly opened and read aloud at that time. Bids received after the stated time will be returned to the bidder unopened.

Goals

The District is looking to purchase the equipment listed in the “specifications” section below.

The District will be responsible for hanging/aiming all Source Four LED Series 3 Lustr X8 and High End Systems Halcyon Gold fixtures on the four electrics.

The Bidder will be responsible for running/terminating DMX lines, control stations, all programming and files, and basic training.

Specifications

● Each Fixture will require Cable Type: 12/3 M 2P&G to M True 1

● It is assumed that the following products will be necessary for the completion of the project:

○ Qty 12 - ETC Source Four LED Series 3 Lustr X8 with 36 degree lens

■ White body engine color

○ Qty 12 - ETC Source Four LED Series 3 Lustr X8 with 26 degree lens

■ White body engine color

○ Qty 15 - ETC Source Four LED Series 3 Lustr X8 with fresnel adapter

■ Black body engine color

○ Qty 8 - ETC High End Systems Halcyon Gold Moving Spots

■ Black body engine color

○ Qty 6 - ETC Source Four LED Series 3 Lustr X8 with Cyc Adapter

■ Black body engine color

○ Qty 6 - High End Systems SolaPix 19 Moving Washers

○ DMX Cabling (All cables must be labeled with “Property of NMPS”)

■ Provide 10 - 25 ft 5-pin dmx

■ Provide 40 - 10 ft 5-pin dmx

■ Provide 40 - 5 ft 5-pin dmx

■ Provide 25 - 3 ft 5-pin dmx

● White Cable Color

○ Qty 70 - ETC C-Clamps

○ Qty 15 - The Light Source Mega Claw Clamps

○ Qty 46 - 18” Safety cables

■ Color Black

○ Qty 24 - 18” Safety cables

■ Color White

● Provide 1 - ETC DIN8 Small DIN Rail Enclosure (8x14)

● Provide 4 - ETC RSN-DMX4-DIN Response Mk2 4-port DIN Rail Gateway

● The District would like the following for additional inventory

○ Qty 12 - ETC Source Four LED Series 3 Lustr X8 Ellipsoidal Body Engines

■ Color Black

○ Qty 8 - 19-degree lenses

■ Color Black

○ Qty 8 - 26-degree lenses

■ Color Black

○ Qty 8 - 36 degree lenses

■ Color Black

○ Qty 4 - 50 degree lenses

■ Color Black

○ Qty 2 - cyc adapter

■ Color Black

○ Qty 4 - Fresnel adapter

■ Color Black

○ Qty 8 - Floor Fixture Mounting Plates

■ Color Black

● Wall Sconce Lighting: Convert 6 existing fixtures to 60-watt ETC Arch Lamp bulbs, 2 per fixture

● Lobby Wall Sconce Light: Convert 1 existing fixture to 60-watt ETC Arch Lamp bulbs, 2 per fixture

● Run required cable and install (School Owned) ETC Paradigm Single Button

Station in lobby at door 9b and in the lobby near the electrical room

● Provide and Install Touch Screen to stage right wall

○ ETC Paradigm Touchscreen - P-TS7 w/ Wall Mount Box

● Install 5-pin DMX Ports to the Following Locations

○ 1 Front of House (“FOH”) position left

○ 1 FOH position center

○ 1 FOH position right

○ 1 Side-Tower house left

○ 1 Side-Tower house right

○ 1 Downstage Left

○ 1 Downstage Right

○ 1 Upstage Right

○ 1 Upstage Left

○ 1 Back House left wall

○ 1 Back House right wall

○ 1 1st electric

○ 1 2nd electric

○ 1 3rd electric

○ 1 Left stage floor pocket

○ 1 Right stage floor pocket

○ 1 Center stage floor pocket

Additional Information

Non-Mandatory Walk-Throughs Walk-throughs can be scheduled with Paul Henderson via email phenderson@nmps.net

Desired Installation Time-Line Fall of 2024

Deadlines

● Proposals are due on March 20th at 10am

● Bid opening will take place on March 20th at 10:01am

Bid Proposal

Price to provide all equipment and cabling described in the RFP: $_____________________

Price to run and terminate all DMX Cabling described in the RFP: $_____________________

Price to convert & program Arch Lamp on Wall Sconces: $_____________________

Total Combined Project Cost $_____________________ mailto:phenderson@nmps.net

Proposal Requirements

1. Proposals shall be prepared in compliance with provisions of this RFP. Failure to comply may result in the disqualification of the proposal.

2. Interested Bidders are strongly encouraged to submit an intent to respond to Paul Henderson via email at phenderson@nmps.net by Tuesday, March 5th, 2024 to ensure that the Bidder receives all addenda or communications regarding this RFP

3. Late proposals will not be accepted.

4. Each Bidder, before submitting a proposal, shall, if it is uncertain of the conditions, requirements, and/or obstacles that might impact the provision of the project, request further information. Failure to make such inquiry or receive an answer shall not relieve the selected Bidder from the obligation to comply, in every detail, with all provisions and requirements of the RFP nor shall it be a basis for any claim whatsoever for alteration in any term or payment required by the eventual contract between the selected Bidder and the District (the “Contract”).

5. If a Bidder discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP, they shall immediately notify the District of such error in writing and request modification or clarification of the document. Modifications will be made by issuing a revision and will be given by written notice to all parties who have submitted an intent to respond. The Bidder is responsible for clarifying any ambiguity, conflict, discrepancy, omission or other error in the RFP prior to submitting the proposal or it shall be deemed waived.

6. All proposals and any accompanying documents become the property of the District and will not be returned.

7. The District reserves the right to waive irregularities in this RFP, the bid process, or the proposals. Any such waiver shall not modify any remaining RFP requirements or excuse a Bidder from full compliance with the RFP specifications and other Contract requirements if the Bidder is awarded the Contract.

8. Each Bidder who submits a bid, by submitting a bid, agrees to indemnify and hold harmless the District and its employees, board members, and consultants for any claim against the District involving the Bidder and arising out of the bid process. By mailto:phenderson@nmps.net submitting a bid, each Bidder agrees that it will make not claim against the District regarding this RFP or the bid process.

9. Each Bidder must provide pricing for a payment and performance bond per the requirements of Michigan Compiled Laws Section 129.201. The performance and payment bonds shall be in an amount equal to the base bid, but do not include the cost of bonds within the base bid. Rather, the costs should be identified separately.

The bonds shall be solely for the protection of the District and shall be executed by a surety company authorized to do business in the state of Michigan and be listed in Federal Register or have an AM Best Rating of B+ or better.

10. All Bidders, by submitting proposals, agree that they have read and are familiar with all the terms and conditions of the RFP and applicable federal and state laws, rules and regulations and will abide by the terms and conditions thereof.

11. Each Bidder must identify familial relationships with the District’s board of education members and/or superintendent and submit the completed form attached hereto as Attachment A.

12. Each Bidder must certify that it is not an Iran-linked business under the Michigan Iran Economic Sanctions Act and include such certification (see Attachment B) with its proposal.

Terms and Conditions A. Indemnity, Release, Insurance and Security

1. Insurance Requirements

i. During the performance and up to the date of final acceptance of the work, the Bidder must affect and maintain insurance hereafter listed below:

a. The Bidder shall procure and maintain during the life of this contract, Workers’ Compensation Insurance, including Employers Liability Coverage at limits no less than those required by applicable law.

b. The Bidder shall procure and maintain during the life of this contract, Commercial General Liability Insurance on an “Occurrence Basis” with limits of liability not less than

$1,000,000 per occurrence, Personal Injury, Bodily Injury and Property Damage. Coverage shall include the following extensions:

1. Contractual Liability

2. Products and Completed Operations

3. Per contract aggregate

c. The Bidder shall procure and maintain during the life of this contract, Motor Vehicle Liability Insurance, including applicable no-fault coverage, with limits of liability of not less than $1,000,000 per occurrence combined single limit Bodily Injury and Property Damage. Coverage shall include all owned vehicles, all non-owned vehicles, and all hired vehicles.

2. None of the above-required insurances may terminate upon less than 30 days’ written notice, which notice the selected Bidder will provide to the District

3. If any of the above coverages expire during the term of the Contract, the selected Bidder shall deliver renewal certificates and/or policies to the District at least ten (10) days prior to the expiration date.

4. Indemnification and Hold Harmless – The selected Bidder shall indemnify and hold harmless the District, its officers, agents, and employees from:

i. Any claims, damages, costs and attorney fees for injuries or damages arising, in part or in whole, from the negligent or intentional acts or omissions of the Bidder, its officers, employees and/or agents, including its sub or independent contractors, in connection with the performance of the contract or the Bidder’s breach of the Contract.

ii. Any claims, damages, penalties, costs and attorney fees arising from any failure of the Bidder, its officers, employees and/or agents, including its sub or independent contractors, to observe applicable laws, including, but not limited to, labor laws and minimum wage laws.

iii. The District will not indemnify, defend or hold harmless in any fashion the Bidder from any claims arising from any failure on the part of the bidder, its employees or suppliers, regardless of any language in any attachment or other document that the Bidder may provide.

iv. The Bidder shall reimburse The District any expenses incurred as a result of the Bidder’s failure to fulfill any obligation in a professional and timely manner under the Agreement.

B. Default and Termination

1. In the event the selected Bidder shall default in any of the obligations or conditions set forth in the Contract or its performance does not meet the mutually established successful performance criteria, the District will notify the Bidder of such in writing.

2. Written notice referred to in this article shall be deemed delivered upon presentation to any person designated by the Bidder as a manager or supervisor or, in the case of notice by the Bidder, the Superintendent of Schools or by mailing the same certified or registered mail to the address for the Bidder in the proposal, or the address for the District in the case of notice by the Bidder.

3. Failure on the part of the District to notify the Bidder of default shall not be deemed a waiver by the District of its rights on default of the Bidder and notice at a subsequent time will have the same effect as if promptly made.

4. Upon receipt of notice of default from the District, the Bidder shall immediately correct such default. In the event the Bidder fails to correct the default to the satisfaction of, the District shall have all rights accorded by law, including the right to withhold any future payments due Bidder to offset the cost of correcting the Bidder’s default and/or immediately terminate the Contract. Such termination shall not relieve the Bidder of any liability to the District for damages sustained by virtue of any default by the Bidder.

5. The Bidder agrees that, in the event either party deems it necessary to take legal action to enforce any provision of the Agreement, and in the event the District prevails, the Bidder shall pay all expenses of such action including the District’s attorney fees and costs at all stages of the litigation.

6. The District may terminate the Contract without cause upon seven (7) days’ written notice.

7. The District may terminate the Contract immediately upon default by the Bidder and shall be sufficient grounds for the forfeiture of any bonds, if required to be posted by the Bidder, and the bonds shall so specify.

C. Damages for Delays

1. If the Bidder fails to complete its work on time resulting in loss or damage to the District, the District shall be entitled to recover any damages caused by the Bidder’s delay, including overhead, profit, extended general conditions, actual attorney fees, etc.

2. In the event the Bidder is hindered in the commencement or progress of the work by someone other than the District, and in the event the Bidder claims damages as a direct and proximate consequence thereof (including, but not limited to, extended general conditions, overhead, profit, overtime, interest, supervision or other costs or profits whatsoever), then the Bidder shall not assert such claims against the District, and as to the District, the Bidder’s claims of delay damages are hereby waived. The Bidder’s sole and exclusive remedy regarding such claims for such delay damages shall be to pursue such claims directly against the individual or entity which caused the delay.

3. For any delay claims raised against the District, the Bidder’s sole and exclusive remedy is an extension of time to perform the work not to exceed the time frame of any proven delay. Under no circumstances may the Bidder recover monetary delay damages from the District.

D. Taxes

1. The District is exempt from all federal, state and local taxes. The District shall not be responsible for any taxes that are imposed on the

Bidder. Furthermore, the Bidder understands that it cannot claim exemption from taxes by virtue of any exemption that is provided to the District.

E. Integration

1. All RFP documents and addenda, the Bidder’s response to this RFP, and Contract with the successful Bidder contains the entire understanding between the parties.

ATTACHMENT A

FAMILIAL DISCLOSURE AFFIDAVIT

AFFIDAVIT OF ______________________________

(insert name of affiant)

STATE OF MICHIGAN )

)ss

COUNTY OF )

_________________________________ makes this Affidavit under oath and states as follows:

(insert name of affiant)

1. I am a/the:

o President o Vice President o Chief Executive Officer o Member o Partner o Owner o Other (please specify)____________________ of ______________________________________________ [insert name of firm].

2. I have personal knowledge and/or I have personally verified that the following are all of the familial relationships existing between the owner(s) and the employee(s) of the aforementioned contractor and the school district's superintendent and/or board members:

3. I have authority to bind the aforementioned contractor with the representations contained herein, and I am fully aware that the school district will rely on my representations in evaluating bids.

4. I declare the above information to be true to the best of my knowledge, information and belief. I could completely and accurately testify regarding the information contained in this affidavit if requested to do so.

(signature of affiant)

Dated: ________________

Subscribed and sworn before me in _________________ County, Michigan, on the _____ day of ____________________, 20____

____________________________________________(signature)

_____________________________________________ (printed)

Notary public, State of Michigan, County of ________________

My Commission expires on _____________________________

Acting in the County of ________________________________

ATTACHMENT B

IRAN ECONOMIC SANCTIONS ACT CERTIFICATION

I am the ___[title] of [name of bidder], or I am bidding in my individual capacity ("Bidder"), with authority to submit a binding bid to Perry Public Schools. I have personal knowledge of the matters described in this Certification, and I am familiar with the Iran Economic Sanctions Act, MCL 129.311, et seq.

("Act"). I am fully aware that the school district will rely on my representations in evaluating bids.

I certify that Bidder is not an Iran-linked business, as that term is defined in the Act.

I understand that submission of a false certification may result in contract termination, ineligibility to bid for three (3) years, and a civil penalty of $250,000 or twice the bid amount, whichever is greater, plus related investigation and legal costs.

(signature)

(printed)

(date)